This article explains how to ask people on the E-Welcome list to fill in the form and approve documents. HR users with the Add E-Welcome permission do this.
Before you start
The person must be Not Requested or Rejected on the E-Welcome List and must have a branch. Only these people are listed in the request window.
The documents you will request must be defined under an E-Document Group in the E-Document module. With no group at all, the top of the window says why and what to do, and Save stays disabled: with the E-Document Types permission you get a Go to E-Document Types link; if the E-Document module is turned off for your company, the company administrator first turns it on in Settings > Modules (Manage modules).
Step by step
On People > Onboarding list, click Request Data Entry.
In the Data Entry Request window:
E-Welcome List (required): select one or more people to send the request to.
E-Document Group: choose a group. Groups defined per branch carry the Group determined by branch tag. Choosing a group fills in the documents automatically.
E-Document Approval (required): you can remove documents you do not want from the group. If you chose a paginated group, "You have selected a paginated group, document editing is not available." is shown and all pages of the group are requested.
Enable the rejection feature.: when on, the candidate can reject documents instead of approving them.
Click Save.
Result
The selected people become Awaiting Data Entry (Awaiting Revision for someone rejected before).
Each person receives an "E-Welcome – Data Entry" email and an SMS asking them to log in to Teamso and fill in their information.
For the candidate's screens see Filling in the candidate form.
Resetting a record
To start a completed record over, choose Reset in the row menu. Reset is shown when the record is at your step of the approval process, when it is Awaiting Authorized Approval and you have Approve E-Welcome, or when it is Awaiting Transfer. When you confirm, the information, documents and start dates entered for the candidate are deleted, the status returns to Not Requested, and the candidate receives an email. This cannot be undone; you can then use Request Data Entry again.
Common problems
Symptom: The person is not listed in E-Welcome List.
Cause: The person's status is not Not Requested / Rejected, or they have no branch.
Fix: Use Branch Assignment in the row menu to assign a branch; use Reset to restart a record in progress.
Symptom: E-Document Approval cannot be selected.
Cause: An E-Document Group must be chosen first, or a paginated group is selected.
Symptom: The E-Document Group list is empty and the window says "There is no E-Document group yet." or "The E-Document module is turned off for your company.".
Cause: The request sends the documents of an E-Document group; no group has been defined yet, or the E-Document module is off.
Fix: If the module is off, the company administrator turns the E-Document module on in Settings > Modules. Then create the document types and an E-Document Group on the E-Document Types screen and open the request again.